How we select suppliers
As a Registered Social Landlord (RSL), we are bound by the EC Procurement Regulations. Large contracts are let competitively, using the Official Journal of the European Union (OJEU). We do not have an approved supplier(s) list.
To reduce administration costs and to adhere to the EC Procurement regulations, we purchase all requirements through existing framework agreements, where available. These are:
To register with the above companies, or review the services available, please contact them directly through the website links.
- Buy4London (B4L) – The Group works with seven other London-based housing associations as a purchasing consortium. B4L aims to procure commodities and labour separately to deliver efficiencies of scale, and to develop local training schemes to ensure a steady flow of skilled labour into the construction industry. Contact contracts@shgroup.org.uk
Any other EU regulated requirements are advertised on this website and within:
Low-value orders
For orders (typically under £100,000), which are not available through existing contract and framework agreements, we use Supply2.gov.uk, a government-backed service designed to give companies access to lower-value contracts offered by the public sector. We also use the following to identify potential suppliers:
- Website
- Supplier catalogues
- Trade information
- Yellow Pages
- Sales staff
- National, local and trade press
- Existing suppliers
Where we advertise
We normally advertise our purchasing requirements in the following places:
- OJEU
- Southern Housing Group website - click here for procurement opportunities
- My Tenders
- Supply2.gov.uk
- National and local press
Procurement process
The usual process for the purchase of goods/ services can be summarised as follows:
- Working with internal stakeholders to define the requirement
- Undertake market testing
- Preparation of advertisements, invitations to tender and evaluation criteria
- Advertisements placed
- Expressions of interest received
- Selection of potential suppliers
- Invitation to tender documents despatched
- Tender responses opened at specified date and time
- Tenders evaluated according to the process outlined in the tender
- Ranking agreed
- Supplier visits and/or supplier interviews arranged and undertaken
- Final selection made
- Contract awarded and all tenderers notified
- Debriefing of unsuccessful tenderers on request
This process is amended to suit the type of procurement and may be reduced for low-value requirements. As a minimum, bidders shall be provided with a specification and requested to provide a financial quotation.
All procurements are conducted in a fair and open manner with adequate information provided to bidders throughout the process. Records are made at all stages in order that procedures are fully auditable.
Southern Housing Group endeavours to include residents and leaseholders in all relevant procurement exercises.
Evaluation
We undertake either a price-only or value-for-money assessment to identify the supplier(s) who will provide the best solution:
- A price-only assessment is usually used for low-priced, uncomplicated tenders based on tight input specification and is evaluated solely on price
- A value-for-money assessment (detailed as Most Economically Advantageous Tender in EC Procurement Regulations) is based upon a balanced review of quality and price
- A financial assessment of all bidders is undertaken on all tenders, where appropriate.
The Group’s tender evaluation is strictly controlled and conducted objectively and impartially. The criteria types, groups and weightings will vary depending on the circumstances and bidders are informed of these in tender documents.
During this process we may ask short-listed bidders to provide samples and/or demonstrate their products or services, and we may conduct interviews with bidders.
Terms and conditions
Our Development department uses the most up to date versions of the following industry standard contracts:
- JCT with Contractor’s Design
- Immediate Form of Contract
- Minor Building Works
- PPC 2000
E-procurement
Our on-line procurement system, which aims to achieve savings and efficiencies through reduced administration and streamlined processes. Our suppliers will not be required to implement new systems in order to trade.
Environmental policy
We are fully committed to playing a part in preserving natural resources and preventing environmental pollution, and use sustainable products and services wherever possible.
To support the Government’s Greening policy we expect potential suppliers to have environmental management systems in place along the lines of ISO 14001 or the equivalent, where appropriate.
Race equality
The Race Relations Act 1976, as amended by the Race Relations (Amendment) Act 2000 (the RRA) gives us a statutory duty to promote race equality. To comply with this, we take steps to ensure that our procurement activity and resulting contracts promote race equality and diversity where appropriate and where possible.
This is a guide to working with the Group. If you need more information than is provided here, please contact us at contracts@shgroup.org Or write to the following address: Group Procurement team, Southern Housing Group, Fleet House, 59-61 Clerkenwell Road, London EC1M 5LA.